PA & Office Manager

Core RESPONSIBILITIES

PA to CEO and Board

• Management of the CEO’s correspondence and ongoing administrative support on behalf of the CEO.
• Administrative support to the Leadership Team and The Board.
• Work with the Board to support the delivery of key projects to a high standard of delivery and accuracy.
• Management of ad hoc projects throughout the year.
• Arranging travel and away days on behalf of the CEO and the Board
• Work closely with the Head of Operations on general monthly reports and assist in resourcing the teams on a daily basis.

Office Manager

• Display confident, friendly and professional front of house management.
• Answer all incoming calls, handle queries for the office.
• Be available to work in the office 5 days a week.
• Deal with incoming and outgoing correspondence in a proactive and timely manner – follow up on replies, recommend action to be taken, draft responses and filter to appropriate people.
• Post, courier, taxi organisation for staff.
• Ensure the office is well organised and provide a safe working environment for employees and visitors.
• Proactive meeting management: Plan meeting requirements and catering for all needs, including refreshments/materials and room setup.
• Update annual leave and sick leave documents on our in-house HR system (People HR). Lead the onboarding and exiting procedures for staff.
• First point of contact for managers and employees to resolve administration queries relating to IT, HR and Office Facilities, ensuring that requests are completed accurately and promptly.
• Manage the relationship between external suppliers including IT, HR and Facilities Management.
• Communicate any changes to staff and ensure guidelines are met. Manage contracts and monitor expenditure.
• Responsible for ordering and maintaining all office supplies, furniture, and appliances.
• Perform cost-savings research to determine which products and services are best for the company.
• Work closely with the Building Manager in relation any maintenance required / ad hoc topics.
• Support the Finance Department with petty cash, credit card reconciliation etc.
• Plan and coordinate staff events/celebrations.

MUST HAVE ERQUIREMENTS

• 2 years’ Office Manager / PA experience.
• Proficient in Microsoft Office packages (Including Outlook, Teams, Excel and PowerPoint).
• The ability to handle a high-volume of work with shifting priorities.
• Reliability and accuracy, delivering a high standard of work every time, while keeping workstreams confidential and exhibiting a high degree of professionalism.
• The ability to take initiative and work without close supervision, prioritise workload and exercise judgment in execution of work.
• Excellent interpersonal and communication skills,
• The ability to work individually on a project/workstream or collaboratively as part of a team.
• Customer focused, adaptable and proactive attitude.
• Confidentiality and discretion.
• Excellent communication and organisation skills.
• Enjoys agency culture and has a collaborative and ‘willing to learn’ nature.
• A proficient and confident English speaker.
• Excellent written and verbal communication skills.